Police Professional Standards Software.PDF

JAMES CITY COUNTY REQUEST FOR PROPOSAL No. 20260259 for

Police Professional Standards Software

THIS PUBLIC BODY DOES NOT DISCRIMINATE AGAINST FAITH-

BASED ORGANIZATIONS

September 2025

1 RFP 20260259

James City County

James City County Purchasing Office 101-F Mounts Bay Road, Suite 300 Williamsburg, VA 23185 Phone: (757) 253-6649 Fax: (757) 253-6753 Email: bill.gerry@jamescitycountyva.gov http://va-jamescitycounty.civicplus.com/467/Bids-Reques For-Proposals

JAMES CITY COUNTY, VIRGINIA

REQUEST FOR PROPOSAL #20260259

Title: Police Professional Standards Software

Issue Date: September 12, 2025

Due Date: October 14, 2025 - NO LATER THAN 2:00 p.m. ET

Submit: All proposals must be submitted electronically via OpenBids (previously DemandStar).

Please refer to Attachment E for more information on registering and submitting electronic proposals/bids with OpenBids.

Complete submittals consist of:

-One proposal file -One separate file, Software Specifications Spreadsheet (see 3.1, section 9)

Inquiries: Questions pertaining to this project should be directed to Bill Gerry, bill.gerry@jamescitycountyva.gov via email no later than 12:00 p.m. on September 26, 2025. All questions pertinent to the RFP will be answered in the form of an addendum, which will be uploaded to the James City County website: Bids & Requests For Proposals | James City County, VA

JAMES CITY COUNTY DOES NOT DISCRIMINATE IN THE SOLICITATION OR AWARDING OF CONTRACTS ON THE BASIS OF RACE, RELIGION, FAITH-BASED ORGANIZATIONS, COLOR, NATIONAL ORIGIN, AGE, DISABILITY OR ANY OTHER BASIS PROHIBITED BY STATE OR FEDERAL

LAW.

mailto:silke.hudgins@jamescitycountyva.gov http://va-jamescitycounty.civicplus.com/467/Bids-Reques mailto:bill.gerry@jamescitycountyva.gov https://www.jamescitycountyva.gov/467/Bids-Requests-For-Proposals

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REQUEST FOR PROPOSAL

NO. 20260259

1.1 PURPOSE

James City County is requesting proposals from interested parties for law enforcement professional standards software that will assist the Police Department with administrative investigations and administrative reviews.

1.2 COMPETITION INTENDED

James City County’s intent that this Request for Proposal (RFP) allows for competition. It shall be the Offeror’s responsibility to advise the James City County Purchasing Office in writing if any language, requirement, specification, etc. or any combination thereof, inadvertently restricts or limits the requirements stated in the RFP to a single source. The Purchasing Office must receive such notification not later than seven (7) days prior to the date set for acceptance of proposals.

1.3 PROCUREMENT TIMELINE

The following tentative timeline has been established for this procurement, with dates subject to change. If changes occur, they will be posted as addendum on the James City County website at Bids & Requests For

Proposals | James City County, VA

RFP Publication Friday, September 12, 2025 Deadline to Submit Questions Friday, September 26, 2025

Proposals Due Tuesday, October 14, 2025 Presentations/Demos Tuesday, November 4, 2025

Contract Award Thursday, November 20, 2025 Implementation TBD

1.4 PRE-PROPOSAL CONFERENCE

There will be no pre-proposal conference for this solicitation. Offerors are encouraged to submit written questions during the period for open inquires to gain clarification on any aspects of this RFP.

1.5 QUESTIONS AND INQUIRIES

Upon release of this solicitation document, all Offeror communications concerning this procurement must be

1.0 PROJECT INTRODUCTION AND NOTICES TO OFFERORS

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directed to the designated point of contact from the James City County Purchasing Department: Bill Gerry, Procurement Specialist II. bill.gerry@jamescitycountyva.gov

All questions regarding clarification or interpretation of this solicitation should be addressed in writing to the

Procurement Specialist and received no later than the deadline listed on the cover page of this solicitation.

Questions received will be answered in the form of an addendum and posted to the County Website: Bids &

Requests For Proposals | James City County, VA

No Offeror shall initiate or otherwise have contact related to the solicitation with any James City County staff/employee other than the James City County Purchasing Office. Any contact by an Offeror with staff other than Purchasing Office concerning this solicitation is prohibited and may cause the disqualification of the Offeror from the procurement process.

1.6 RESERVATION OF RIGHTS

JCC reserves the right to cancel, amend, or reissue this RFP at any time without prior notice. JCC makes no guarantee that any contract will be awarded to an Offeror responding to this RFP. JCC further reserves the right to:

□ Revise the RFP documents. Revisions will be made by written Addendum to this RFP.

□ Accept or reject any and all Proposals, or any item or part thereof, or waive any informalities or irregularities in Proposals.

□ Enter into a contract with any Offeror, based on the initial proposal, or on the basis of a Best and Final offer, with or without conducting written or oral discussions.

□ Award a contract to an Offeror other than the Offeror that submitted the lowest price proposal.

1.7 DEFINITIONS

*Note: additional definitions are included in Attachment C, Technology Contract Supplement

Contract or Agreement: binding agreement between James City County and the Successful Offeror to perform work as described in this solicitation and the Successful Offeror’s proposal. The contractual instrument for this project will be James City County’s standard contract, modified as required to conform to this project. Any Agreement prepared by the Successful Offeror will not be the primary contract document, but may be incorporated by reference, with the County’s contract taking precedence.

Contractor or Successful Offeror: Party to whom an award is made to perform the work required in this solicitation under the Contract.

JCC or County: James City County, Virginia.

Offeror, Vendor or Firm: Interested party responding to this solicitation. Note: use of these terms applies to all members of the Offeror’s team including implementation partners and any third party software used in the Solution.

Owner: James City County

Proposal: The offer submitted by an interested party to perform work as required under this solicitation.

Solution or System: The entirety of the Offeror’s plan to address the requirements set forth in this solicitation, including but not limited to all integral component equipment and hardware, all software and firmware, together with all warranty, maintenance, or other support services, and any materials and supporting documentation necessary to ensure the Solution or System is able to operate at all times in accordance with the requirements as set forth in this RFP and other terms as negotiated between the

County and the Successful Offeror.

mailto:silke.hudgins@jamescitycountyva.gov

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1.8 MINIMUM Q U A L I F I C A T I O N S

The Offeror must have the capability and financial resources to provide the products and services in the manner required, when required, and at the prices stated in their proposal. Offerors submitting proposals for the software solution shall have at a minimum, the following qualifications:

□ The Offeror for the proposed Solution must have two (2) or more years’ experience in implementing the proposed Solution for other public entities.

□ The Offeror shall provide documentation showing that the proposed software is successfully installed in a minimum of two (2) other Virginia public entities of comparable size and scope to James City

County.

□ The Offeror for the proposed solution shall not have filed for bankruptcy protection during the past five

(5) years.

1.9 CONTRACT TERM AND CONDITIONS

The Successful Offeror and JCC shall mutually agree on a plan to implement the software and execute the training requirements.

The contract resulting from this solicitation shall be for the initial period of project initiation through Owner Acceptance, including an additional initial term of five (5) years after Owner Acceptance, to include licensing/subscription and maintenance support of the Solution. Thereafter, the contract may renew annually, or on a renewal schedule as negotiated by the parties, unless terminated by either party at least 60 days prior to the end of the then current term.

1.10 ADDENDA

JCC reserves the right to revise the RFP documents. Revisions will be made by written addendum to this RFP.

Addenda will be posted on the webpage for this solicitation, which can be found on the James City County Website and by searching for this RFP by Number or Title: https://www.jamescitycountyva.gov/467/Bids- Requests-For-Proposals . Any written Addenda issued pertaining to this RFP shall be incorporated into the terms and conditions of any resulting Agreement. JCC shall not be bound to any modifications to or deviations from the requirements set forth in this RFP as the result of oral instructions. Failure to acknowledge receipt of Addenda may cause the proposal to be deemed non-responsive and thus rejected.

1.11 CONTRACT TYPE AND PRICING

The contract will be awarded on a firmly fixed price basis to include all implementation, training, licensing and support required to provide a Solution as specified in this RFP. Offerors shall include firm pricing for annual licensing and support renewals for the initial (5) year term of the contract following implementation. Thereafter, escalations in pricing shall be limited to a percentage increase negotiated between the parties, not to exceed 5% for each annual renewal.

2.1 BACKGROUND

James City County is a full-service local government located adjacent to historic Williamsburg, Virginia.

Spanning 141 square miles, the County is a growing and urbanizing community with a population of approximately 78,000 residents. It delivers a wide range of public services through numerous departments, divisions, and offices, and employs around 1,500 individuals through managerial, professional, technical, clerical, public safety, service, and maintenance roles.

The County is currently seeking a law enforcement professional standards software solution to support the operational needs and strategic goals of its Police Department. The desired solution should address the organizational, functional, and technical requirements necessary to enhance the effectiveness of the

2.0 SCOPE OF WORK/STATEMENT OF NEEDS

http://www.jamescitycountyva.gov/467/Bids-

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department.

2.2 GENERAL REQUIREMENTS

Scope of Work: Request for Police Professional Standards Software

James City County is soliciting proposals from qualified vendors to provide comprehensive Police Professional Standards Software. The software will provide the following:

1. Early warning/early intervention system that are fully compliant with CALEA standards

2. Cloud based service that is accessible to authorized users

3. User-Friendly customizable interface tailored to department needs

4. Customizable data entry fields with the ability to modify and update as needed by department

5. Allows customization of workflows/approvals tailored to the needs of the department

6. Restricts system access for users based on their roles which include: to view, edit, and approve investigations

7. Data analysis tool to import/export data that can interact with the department’s current software o Evidence.com, AXON videoPDF, CAD, RMS, TASER CEW, etc.

8. Improve current efficiencies

9. Timely and responsive technical support for the duration of the contract

10. Guarantees data protection through industry-standard encryption and security protocols

11. Robust reporting capabilities with easily customizable reports exportable to Excel and other common formats

12. Licenses and access for 120 members

13. 8hrs of training for 25 Police staff

2.3 DETAILED REQUIREMENTS

A detailed technical and functional specification checklist for the Solution is contained in Microsoft Excel Workbook, RFP2026PoliceProfessionalStandardsSoftware Specifications Spreadsheet, which can be found as a separate document under the RFP listing at: Bids & Requests For Proposals | James City County, VA and on

OpenBids (previously DemandStar).

Offerors are required to complete the provided spreadsheet (with no changes made to the content of the requirements or format of the document) and submit as a distinct file separate from the narrative proposal, with their upload package to OpenBids.

This is not a list of mandatory requirements and the inability to meet all listed requirements will not automatically disqualify an Offeror from consideration.

2.4 MAINTENANCE AND SUPPORT

The Offeror shall provide an extended maintenance agreement, including support, for the length of the contract.

Maintenance and support will include software and documentation upgrades, remedy for software defects, and user support for JCC support staff. The Offeror’s support shall include direct toll-free telephone and online access to JCC support personnel at a minimum of business hours 8am -5pm Monday through Friday (ET), excluding holidays. If the system includes a support plan with different hours than requested, they should be clearly indicated. The Offeror will also provide online access for reporting issues as well as the ability for JCC to track the status of reported issues online.

Offeror must provide appropriate insurance for security of JCC data. No use of JCC data is permitted without prior authorization from the County.

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2.5 PROJECT PLAN

The Offeror must provide a preliminary Project Implementation Plan from initiation (Notice to Proceed) through project completion (Acceptance) of Solution by Owner. The project work plan should include estimated/recommended timelines for the entire project.

3.1 PROPOSAL FORMAT AND CONTENT

Proposals should be prepared simply and economically, providing a straightforward and concise description of qualifications and capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity of content. Proposals shall be limited to no more than fifty (50) paginated (total front and back) pages, excluding resumes, required forms and attachments included in this RFP.

To facilitate the timely evaluation of proposals, a format for proposal submissions has been developed and is documented in this section. All Offerors are required to structure their proposals in a manner consistent with the guidelines described below.

TABLE OF CONTENTS

A table of contents providing a listing for each section of the proposal is required, including appendices and any additional material submitted.

Section 1: COVER LETTER

Include a Cover Letter containing the following information:

□ Legal name and address of company (where incorporated or registered)

□ Website URL of the provider

□ Name and signature of individual who is authorized to bind the company contractually.

□ Name, title, address, phone number, and email address of the individual to whom correspondences and other contacts should be directed during the solicitation and selection process.

□ Additional introductory information

Section 2: COMPANY PROFILE

Furnish a profile of the Offeror’s company.

The profile should illustrate that the firm possesses the resources and capability to successfully perform the work required for this project, and should include, but not be limited to the firm’s size (staff and client base), corporate hierarchy, brief history, a list of services the firm provides, how long the firm has been providing, implementing and maintaining Risk Management Software Solutions, and location of the office from which the work will be provided.

If the Offeror plans to utilize subcontractors for this contract, provide the above for all subcontractors included in the submittal team; identify the specific responsibilities of each project firm and describe how the Offeror will ensure subcontractor performance.

Section 3: PROJECT TEAM QUALIFICATIONS

Identify the project team, including but not limited to a Project Organizational Chart that lists key personnel to be involved in the completion of the project and describes roles and responsibilities of each.

Supply resumes for all key personnel that include recent experience (within the past ten years) relevant to the responsibilities to which the individual will be assigned. Resumes must include dates of education, experience, employment, etc.

Any substitutions of key personnel must be submitted in writing and approved by the County representative before any personnel change can take place.

3.0. PROPOSAL SUBMISSION

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Identify with name, title, phone, and email, personnel who will serve as points of contact during the planning, project implementation, and post rollout and support/maintenance phases.

Section 4: PAST PERFORMANCE/REFERENCES

Discuss previous experience providing Professional Standards Software solutions to similar public entities, including how long you provided these services.

List at least two (2) references that have contracted with your firm for projects similar in size, scope, and complexity and include the following information for each:

□ company name and address

□ contact name and title

□ contact phone number and email

□ implementation date with a brief description of the project

Owner reserves the right to request additional references.

Section 5: PROPOSED PLAN AND IMPLEMENTATION OUTLINE

Provide a description of firm’s project implementation approach, relating to the requirements of this RFP, and proposed methodology for quality assurance and benchmarking performance.

Include a project schedule with timeline and list of deliverables at each stage of the schedule. Include among deliverables, all installation and testing plans, progress reports and regular meetings.

Identify any responsibilities JCC should take on, to ensure project success, spelling out what you need JCC staff to do or provide at each step of the project.

Clearly identify any third-party products that are part of the proposed Solution. The Successful Offeror shall be responsible for the implementation and satisfactory performance of any third party software included in the Offeror’s proposal. For each third party product, there should be a statement about whether the Offeror’s contract will encompass the third-party product and/or whether the County will have to contract separately with the third-party firm for the product.

All third party software solutions proposed as part of this package are subject to the same guidelines of this RFP, unless otherwise stated.

Section 6: TRAINING AND SUPPORT PLAN

Describe your training plan to include a description of training materials and courses that will be delivered to JCC staff.

Include type of training (train the trainer, train the end users, or both), frequency of training, delivery method (live, web-based, videos, etc.), timing of training (from before go-live through post implementation and support stages) to supplement the information provided for items on the Software Specifications Spreadsheet.

Provide samples of online training, if proposed.

Provide service level agreements (SLA’s), disaster recovery policy, notification plan, and on-site support services as described in the Software Specifications Spreadsheet i t e m s .

Licensing Model, Data Sheets, Agreements

□ Provide a description of purchase / license / subscription model for system and services.

□ Provide copies of technical data sheets on all hardware being proposed.

□ Provide warranty information on all equipment, hardware, software.

Provide copies of the Offeror’s standard agreements containing the firm’s proposed terms and conditions pertaining to contracts for the goods and services requested in this RFP. Include agreements pertaining to licensing, annual maintenance, invoicing and payment, and installation support services included or required by

8 RFP 20260259

the proposed Solution. Include a copy of the Offeror’s Service Level Agreement(s) that detail uptime guarantees and support request escalation procedures including how you define the level of severity of a request, response times and resolution times.

If third party products are used, the Offeror should provide proof that it has access to the third party software source code (owned or in escrow) and that the Offeror can provide long-term support for the third-party software components of its system.

Section 7: COST SUBMITTAL

The Offeror should produce their own cost proposal based on the following and should include detailed pricing for implementation, integration, support/services, training, development, annual license, and maintenance costs to meet general requirements of this RFP.

Please include pricing for the initial implementation through acceptance period term and each year of the initial contract term, years (1-5) and identify all costs as one-time cost or recurring cost.

The pricing/cost of services quoted should be inclusive of all associated costs, fees, and expenses for a system/solution service to meet the general requirements of this RFP. (label this “Proposal Price for General Requirements)

Offers should include a separate pricing/cost of services list including all other costs or fees associated with meeting additional available requirements from the Software Specifications Spreadsheet, which are not included in the general requirements price quote.

Offerors should include, and identify, the price of any third-party products, including the software license price, maintenance, implementation, training price, and any other related prices, in the total price of this proposal regardless of whether these are provided directly under the Successful Offeror’s resulting contract or contracted separately by the County and third-party provider.

Offeror should provide an hourly rate per position for as-needed professional services, if required after implementation (consultations, installations, e.g.). Recurring Licensing and Support/Maintenance Fees:

Include any recurring fees including the unit price and frequency (e.g., annually), including software licensing, cloud hosting, data storage, usage fees, etc. Include any fees associated with providing 24/7 support of the system and routine maintenance to include on-site services calls.

Unilateral changes in proposal prices by the Offeror shall not be allowed. However, JCC, at its sole discretion, reserves the right to negotiate with Offerors.

Section 8: EXCEPTIONS

Should Proposers have any exceptions to the requirements, terms or conditions of the RFP or additional provisions that they would like JCC to consider, they should first seek clarification through the question-and- answer process.

Exceptions or additional provisions remaining at the time of submission must be submitted with the proposal and cross-referenced with the RFP, including the Proposer’s rationale for making them; however, Offerors are NOT required to state any exception to any liability provision contained in the RFP with their proposal. The Offeror should state any exception to any liability provision contained in the RFP in writing at the beginning of negotiations. JCC reserves the right to reject any and all vendor-proposed exceptions or additional provisions to the RFP without comment.

Section 9: REQUIRED FORMS AND CERTIFICATIONS

Include signed copies of the Forms and Certifications contained in Attachment B of this RFP. Include completed Software Specifications Spreadsheet, Attachment A, separately.

Software Specifications Spreadsheet- additional REQUIRED FORM

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Complete and upload the Excel format of Software Specifications Spreadsheet, indicating whether the firm’s solution can address each of the Requirements laid out therein, providing comments, as necessary.

The inability to meet all requirements listed will not automatically disqualify an Offeror from consideration.

The Software Specifications Spreadsheet, Attachment A, is included separately from the RFP document in

Excel format to facilitate ease of completion, and can be found at Bids & Requests For Proposals | James City County, VA

Offerors are required to complete the separately provided Excel spreadsheet and submit it as a distinct file, uploaded separate from the narrative proposal to OpenBids, for their package to be considered complete.

NO CHANGES must be made to the content of the requirements or format of the document.

Section 10: ADDITIONAL information/DOCUMENTATION

Include warranty, appendices, and additional information in this section.

3.2 PROPOSAL SUBMISSION GUIDELINES

JCC will only accept electronic copies of the requested proposal (bid). To maintain the integrity of the sealed bid/proposal process, vendors must sign up and register with OpenBids (See Attachment E for instructions) prior to the due date and time specified in the RFP documents, including any addenda issued, to submit their bids/proposals. The date/time stamp on the proposal attachment when submitted through OpenBids is considered the delivered date and time. James City County personnel will not be able to access the electronic lockbox until after the due date and time specified in the RFP, as amended.

Do not send routine correspondence to OpenBids, only the bid/proposal files. Routine correspondence shall be emailed to the point of contact specified on the cover page of this solicitation. Do not send hard copies of the proposal.

It is recommended that Offerors register and familiarize themselves with the OpenBids system well in advance of the proposal due date. It is also recommended that firms begin the proposal submittal process well in advance of the 2:00 p.m. deadline to work through any technical issues they might encounter.

Proprietary Information

Trade secrets or proprietary information submitted by an Offeror in connection with this solicitation shall not be subject to disclosure under the Virginia Freedom of Information Act; however, pursuant to Section 2.2- 4342 of the Code of Virginia, the Offeror must (i) invoke the protections of this section prior to or upon submission of the data or other materials, (ii) identify the data or other materials to be protected and (iii) state the reasons why protection is necessary.

An Offeror or Contractor shall not designate as trade secrets or proprietary information (a) an entire bid, proposal, or prequalification application; (b) any portion of a bid, proposal, or prequalification application that does not contain trade secrets or proprietary information; or (c) line-item prices or total bid, proposal, or prequalification application prices. Failure to abide by this procedure may result in disclosure of the Offeror’s information.

4.1 CRITERIA AND WEIGHTS

Offerors will be evaluated for selection based on best value. Best value is defined as a combination of quality, price, and the elements of required services that in total are optimal relative to the Division’s needs.

The evaluation criteria to be used included the following: (Total 100 points)

4.0 EVALUATION CRITERIA AND EVALUATION PROCESS

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Evaluation Criteria Weight

1 System suitability for agency needs 30

2 Ease of use and intuitiveness of product 25

3 Demonstrated understanding of project scope and goals 10

Recent (last 12 months) references, referrals, and reviews from vendors utilizing the software within Virginia law enforcement agencies

5 System Security 10

6 Ability to customize the software to meet JCCPD needs 10

7 Cost proposal, value, and ongoing maintenance fees/upgrades

Total Points 100

4.2 EVALUATION PROCESS

Proposal Scoring

Proposals will be reviewed by an Evaluation Team (the “Team”). Each proposal will be initially rated independently by each Team member according to the format and content submitted. Members will then meet to discuss the proposals and initial scores. Team members may change their scores as a result of discussions.

The final score will be based on the average of all final scores by the individual members of the Team. The total score of all criteria combined will dictate the ranking of proposals. The top-ranked Offerors that fall within the competitive range may be shortlisted.

Interviews/Demos

The team may, at its discretion, request an interview or demonstration of the Solution from short-listed firms.

The main purpose of the demonstration will be to assess how well the firm’s product meets the Risk Management Division’s needs. Firms selected will be given the opportunity to provide a brief oral presentation, demonstration of their product’s capabilities and to respond to questions posed by the team members.

The product demonstration should include:

□ A showcase of the systems capabilities, in relation to the requirements of this RFP.

□ A user-level training presentation (focused on functionality, not a sales presentation)

The evaluation team will require a recorded copy of the demonstration, to aid in reviewing and evaluating the product after the interview.

Negotiations/Selection

The Offeror(s) deemed competitive after the Interview/Demo stage (or the proposal evaluation stage if no interview was conducted) will be invited to conduct negotiations. After negotiations have been conducted with each Short-listed firm, JCC shall select the Offeror which has made the best proposal and may make a recommendation of award. JCC may cancel this RFP or reject proposals at any time prior to an award and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous.

Award Of Contract

Firms should be aware that an award may be made without further discussion.

The Fixed Price Contract will be awarded to the responsible Offeror whose proposal, conforming to this solicitation, will be most advantageous to JCC according to the criteria outlined herein. The County reserves the right to cancel this Request for Proposals or reject proposals at any time, and to accept or reject any or all proposals and waive informalities and minor irregularities in proposals received.

Notification of Award will be issued in writing by James City County. Upon notification, the Successful Offeror shall submit to JCC’s procurement representative all required insurance certificates, W-9 form, Direct Deposit

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form, and such other documentation as may be requested or required hereunder. Upon receipt of all required documentation and subsequent approval by JCC, the procurement representative will forward a contract to the Successful Offeror for execution. Work shall not be started until the Successful Offeror receives a fully executed contract, and a written Notice to Proceed is issued by the JCC Project Manager. Should the Successful Offeror fail to execute the contract within ten (10) calendar days after receipt and submit any required bond and Insurance Certificates, James City County may, at its option, determine that the Successful Offeror has abandoned the Contract and thereupon, the Proposal and acceptance may be determined null and void. JCC may also seek all available remedies at law and equity.

ATTACHMENTS:

Attachment A: Software Specifications Spreadsheet- available as separate Excel File attachment/document on solicitation webpage (return with Proposal)

Attachment B: Police Department Sample Forms

Attachment C: Required Forms and Certifications (return with Proposal)

□ Cover Form

□ SCC Certification

□ Certification of Compliance with Immigration Laws and Regulations

□ Non-Collusion Affidavit

□ Certification Regarding Debarment

□ Litigation Disclosure Form

□ FIPS 140-2 Certification Form Attachment D: Technology Contract Supplement – Terms and Conditions

Attachment E: James City County General Terms and Conditions

Attachment F: OpenBids (previously DemandStar)

Attachment G: Sample Contract Attachment G: Sample Police Forms

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Request for Proposals

Police Professional Standards Software No. 20260259

Attachment A: SOFTWARE SPECIFICATION SPREADSHEET

** Offeror must submit completed Excel version of Attachment A document, which is included as a separate file from this RFP document on the James

City County solicitation page and OpenBids (previously DemandStar), titled RFP20260259 Software Specifications Spreadsheet. **

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Attachment B: POLICE DEPARTMENT FORM SAMPLES

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Attachment C: REQUIRED FORMS AND CERTIFICATIONS

Cover Form

SCC Certification Form

Certification of Compliance with Immigration Laws and

Regulations Non-Collusion Affidavit

Certification Regarding Debarment

Litigation Disclosure Form

FIPS 140-2 Certification Form

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Cover Form

In compliance with this Request for Proposal and subject to all the conditions thereof, the undersigned offers to furnish the goods/services requested and certifies he/she has read, understands, and agrees to all terms, conditions and requirements of this bid and is authorized to contract on behalf of the firm named below.

My signature on this solicitation constitutes certification that I or my designated representative have inspected the job site and am aware of the conditions under which the work must be accomplished. Claims, as a result of failure to inspect the job site, will not be considered by the County. By my signature on this solicitation, I certify that this firm/individual is properly licensed for providing the goods/servicesspecified.

The Undersigned certifies that he (they) are the only person (persons) interested in said project and that it is made without connection with other persons submitting a proposal on the same scope of services; that the proposal is made without collusion, fraud, or reservation; that no official or employee of the County is directly or indirectly interested in said proposal, or any portion thereof.

PROPRIETARY INFORMATION YES ( ) NO ( )

Trade secrets or proprietary information is hereby submitted and identified. Reasons for protection and exclusion from the Virginia Freedom of Information Act (2.1-340 et seq.) are set forth below. (Additionalsheet may be added if necessary.)

Offerors should indicate on this Cover Sheet the portions of their proposal that are proprietary. Please list the page number(s) and the reason(s). Do not mark the whole proposal proprietary. If Proprietary information is stated, Offerors shall submit One (1) Original and One (1) Redacted copy (removing any proprietary data or material.

Clearly identify on the Cover Sheet the “Original” and “Redacted” copy, as “Redacted Copy of Original Proposal”

RFP#20250483

Official Name of Company:

Contractor License #: Type of Business:

*VA State Corporation Commission ID#:

Address where Company is registered:

City/State/Zip:

Telephone: FAX:

Email Address:

Federal Tax ID:

Signature of Authorized Representative for Firm, certifying that the proposal as submitted complies with all Terms and Conditions as set forth in RFP #20250483.

Print Name: Title:

Signature: Date:

ACKNOWLEDGE RECEIPT OF ADDENDUM: #1 #2 #3 #4 (Please Initial)

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*Virginia State Corporation Commission (SCC) Registration Information Requirement per the Virginia Public

Procurement Act, VPPA:

§ 2.2-4311.2. Compliance with state law; foreign and domestic businesses authorized to transact business in the

Commonwealth. –

A. All public bodies shall include in every written contract a provision that a contractor organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 or as otherwise required by law.

B. Pursuant to competitive sealed bidding or competitive negotiation, all public bodies shall include in the solicitation a provision that requires a bidder or offeror organized or authorized to transact business in the Commonwealth pursuant to Title

13.1 or Title 50 to include in its bid or proposal the identification number issued to it by the State Corporation Commission. Any bidder or offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law shall include in its bid or proposal a statement describing why the bidder or offeror is not required to be so authorized.

C. Any bidder or offeror described in subsection B that fails to provide the required information shall not receive an award unless a waiver of this requirement and the administrative policies and procedures established to implement this section is granted by the Director of the Department of General Services or his designee or by the chief executive of a local governingbody.

D. Any business entity described in subsection A that enters into a contract with a public body pursuant to this chapter shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract.

E. A public body may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of this section.

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CERTIFICATION OF COMPLIANCE WITH IMMIGRATION LAWS AND REGULATIONS

Section 40.1-11.1 of the Code of Virginia requires that any person or entity doing business with State, local governments, including its boards and commissions, and privately owned businesses operating in the Commonwealth shall include a sworn certification by the Vendor of compliance with all federal immigration laws and regulations. These laws include the Federal Immigration Reform and Control Act, which makes it unlawful for a person or other entity to hire, recruit or refer for a fee for employment in the United States, an alien knowing the alien is unauthorized, and Section 2.2-4311.1. of the Code of

Virginia, which makes it unlawful for any employer to knowingly employ an alien who cannot provide documents indicating that he or she is legally eligible for employment in the United States. State law, in particular, places an affirmative duty on employers to ensure that aliens have proof of eligibility for employment.

Accordingly, this certification shall be completed and attached to all contracts and agreements for goods and services made by the City/County of James City County or any of its boards and commissions.

Failure to attach a completed certification shall render the contract or agreement void.

Type or print legibly when completing this form.

Legal Name of Vendor: (Note: This is your name as reported to the IRS. This should match your Social

Security card or Federal ID Number.)

Type of Business Entity:

Sole proprietorship (Provide full name and address of owner):

Limited Partnership (Provide full name and address of all partners):

General Partnership (Provide full name and address of all partners):

Limited Liability Company (Provide full name and address of all managing members):

Corporation (Provide full name and address of all officers):

Doing Business As:

If Applicable (Note: This is the name that appears on your invoices but is not used as your reporting name.)

Name and Position of Person Completing this Certificate:

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Physical Business Address:

Primary Correspondence Address (If different from physical address):

Number of Employees:

Are all Employees Who Work in the United States Eligible for Employment in the United States?

Under penalties of perjury, I declare on behalf of the Vendor listed above that to the best of my knowledge and based upon reasonable inquiry, each and every one of the Vendor’s employees who work in the United

States are eligible for employment in the United States as required by the Federal Immigration Reform and Control Act of 1986 and Section 40.1-11.1 of the Code of Virginia. I further declare on behalf of the

Vendor that it shall use due care and diligence to ensure that all employees hired in the future who will work in the United States will be eligible for employment in the United States. I affirm that the information provided herein is true, correct, and complete.

Sworn this day of , 202_ on behalf of as evidenced by the following signature and seal:

Name of Vendor:

Printed Name of Signatory:

Signature:

Date:

COMMONWEALTH OF VIRGINIA:

CITY/COUNTY OF , to-wit:

The foregoing instrument was acknowledged before me this day of , 201 , by

Notary Public

Registration No.:

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NON-COLLUSION AFFIDAVIT

JCC Bid No: 20250483

Bid Date:

COMMONWEALTH OF VIRGINIA

(City/County)

This day personally appeared before the undersigned, a Notary Public in and for the City/County and State aforesaid, who having been first duly sworn according to law, did depose and aver as follows:

(a) That he/she is

(Owner, Partner, President, etc.)

of

(Insert name of Bidder)

(b) That he/she is personally familiar with the Bid of

(Insert Company Name) submitted in connection with the above captioned Owner’s project.

(c) That said Bid was formulated and submitted in good faith as the true bid of said Bidder.

1. In preparation and submission of this Bid, the Bidder did not either directly or indirectly, enter into any combination or agreement with any person, firm or corporation or enter into any agreement, participate in any collusion, or otherwise take any action in the restraint of free, competitive bidding in violation of the Sherman act (15 U.S.C. Section 1) or sections 59.1-9.1 through 59.1-9.17 or sections 59.1-68.6 through 59.1-68.8 of the Code of Virginia.

2. The undersigned Bidder hereby certifies that neither this Bid nor any claim resulting therefrom, is the result of, or affected by, any act of collusion with, or any act of another person or persons, firm or corporation engaged in the same line of business or commerce; and that no person acting for or employed by the Owner has any personal interest in this Bid.

3. The undersigned hereby further agrees that upon request of the Owner, the records and books pertaining to this Bid will be voluntarily supplied, furnished, and released to the Owner.

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4. The undersigned hereby further certifies that the Bidder has not knowingly falsified, concealed, misled, or covered up by any trick, scheme, or device a material fact in connection with this bid. The undersigned also certifies that the Bidder has not made any false, fictitious, or fraudulent statements or representations or made or used any false writing or documents knowing the same to contain any false, fictitious, or fraudulent statement or entry in connection with this Bid.

5. The undersigned further agrees that the Bidder will comply with section 2.2-4374 of the Code of Virginia, 1950, as amended, and has not bought or purchased any equipment from any person employed by the Owner as an independent Vendor to furnish architectural or engineering services for this Project, nor from any partnership, association, or corporation in which such architect or engineer has a pecuniary interest.

6. The undersigned further agrees to inform and require compliance by the following persons and entities with this anti-collusion statement as a condition of payment: all sub Vendors, consultants, subconsultants, or any person, corporation, or legal entities that provide or furnish labor, material, equipment, or work related to this project.

All Covenants and Agreements made by the Vendor are made by it on behalf of the Vendor and its successors, personal representatives, and assigns, the same as if they had been specifically named in each instance.

7. The signature on the Bid Form of this solicitation constitutes certification by the bidder or the bidder’s designated representative that the bidder has inspected the job site(s) and is aware of the conditions under which the work must be accomplished. Claims, as a result of failure to inspect the job site, will not be considered by the Owner.

And further this deponent saith not.

Name of Company/Bidder

Title (Owner, Partner, President, etc.)

Subscribed and sworn to before me this day of , 20

My commission expires:

, 202_

Notary Public

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CERTIFICATION REGARDING DEBARMENT

This is to certify that this person/firm/corporation is not now debarred by the Federal Government or by the Commonwealth of Virginia or by any other state, or by any town, city, or county, from submitting

Bids on contracts for construction covered by this solicitation, nor are they an agent of any person or entity that is now so debarred.

Name of Official

Title

Firm or Corporation

Date

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LITIGATION DISCLOSURE FORM

Respond to each of the questions below by checking the appropriate box. Failure to fully and truthfully disclose the information required by this Litigation Disclosure Form may result in the disqualification of your bid or proposal from consideration or termination of the contract, once awarded. For purposes of this disclosure form, “you” means the individual or entity in whose name the bid or proposal is submitted.

1. Have you or any principal, officer or director of your company, or any individual who will be assigned to work under any contract awarded pursuant to this solicitation, been convicted of a felony, or a misdemeanor involving moral turpitude, or had judgments entered against him within the past ten years for the breach of contracts with any public body, agency of another state or agency of the federal government during the last ten (10) years?

☐Yes ☐No

2. Have you or any principal, officer or director of your company, or any individual who will be assigned to work under any contract awarded pursuant to this solicitation, been terminated (for cause from any work being performed for any governmental or nongovernmental contracting?

3. Is any officer, director or owner thereof currently debarred pursuant to an established debarment procedure from bidding or contracting by any public body, agency of another state or agency of the federal government; during the last seven (7) years?

4. Have you or any principal, officer or director of your company, or any individual who will be assigned to work any contract awarded pursuant to this solicitation, been involved in any claim or litigation or been convicted within the past ten years of a crime related to governmental or nongovernmental construction or contracting, including, but not limited to, a violation of (i) Article 6 (§ 2.2-4367 et seq.) of the Code of Virginia, (ii) the Virginia Governmental Frauds Act (§ 18.2-498.1 et seq.), (iii)

Chapter 4.2 (§ 59.1-68.6 et seq.) of Title 59.1, or (iv) any substantially similar law of the United States or this or another state during the last seven (7) years?

If you answered “Yes” to any of the above questions, please state the name(s) of the person(s), the nature, and the status and/or outcome of the conviction, termination, claim or litigation, as applicable.

Any such information should be provided on a separate page, attached to this form and submitted with your bid or proposal.

Reference Code of Virginia § 2.2-4317

Revised 9/11/2020

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Information Technology Security Certification

FIPS 140-2

The Federal Information Processing Standard (FIPS 140-2) is an information technology security accreditation program for validating that the cryptographic modules produced by private sector companies meet well-defined security standards. James City County (JCC) takes a very strong stance on maintaining not only our networks but also any software that is purchased or an “as-a-service” solution, whether it is on-site or hosted in the cloud. It is this reason that JCC requires all vendors to be compliant with FIPS 140-2 (or the most current version of the FIPS) when it comes to sensitive data. Examples of sensitive data include but are not limited to, connection strings, api settings, FTP, etc. Deviation from this requirement requires prior approval from JCC and may be subject to other mitigating requirements. This includes both present and future changes to software.

Testing against the FIPS 140-2 standard is maintained by the Cryptographic Module Validation Program (CMVP).

James City County shall verify vendor compliance with this standard by searching the CMVP database provided by National Institute of Standards and Technology (NIST) under the U.S. Department of Commerce, located at:

Cryptographic Module Validation Program | CSRC (nist.gov)

[VENDOR] certifies that the cryptographic modules within the technology product(s) (“Solution”) being submitted for this proposal (check an option below):

have been validated by CMVP as compliant with FIPS 140-2 or later version (specify )

HAVE NOT BEEN validated by CMVP as compliant with FIPS 140-2 or later version of the FIPS (**if checked, attach explanation of the firm’s processes and procedures for safeguarding sensitive data)

If asserting compliance, the Vendor shall list below the cryptographic modules contained within the proposed Solution that have been validated by the CMVP as FIPS 140-2 (or later version) compliant and the corresponding Certificate Number (attach additional sheet if needed)

Module Certificate Number

The Undersigned certifies that the information provided above and attached is accurate and that they have the authority to sign on behalf of the firm.

Signature:

Name of Official:

Title:

Name of Firm:

Date:

[Internal Use: Module Certification Checked By: Date: ]

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Attachment D: James City County Technology Terms and Conditions

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ATTACHMENT C

TECHNOLOGY CONTRACT SUPPLEMENT

Table of Contents

SECTION 1: TERMS AND CONDITIONS APPLICABLE TO ALL INFORMATION TECHNOLOGY CONTRACTS

1.1 DEFINITIONS

1.2 FAMILIARITY WITH PROPOSED WORK

1.3 NOTICES AND REPORTS

1.4 COUNTERPARTS

1.5 SEVERABILITY

1.6 INSURANCE

1.7 CONFIDENTIALITY

1.8 NON-DISCLOSURE

1.9 NOTICE AND ASSISTANCE REGARDING INTELLECTUAL PROPERTY RIGHT INFRINGEMENT

1.10 OWNERSHIP OF INTELLECTUAL PROPERTY/CONTRACT

1.11 THIRD PARTY ACQUISITION

1.12 ASSIGNMENT

1.13 TITLE TO APPLICATION

1.14 WARRANTIES AGAINST SHUTDOWN DEVICES

1.15 DURATION OF OBLIGATION

1.16 ASSIGNMENT AND SUBSTITUTION OF PROJECT MANAGER AND CONTRACTOR PERSONNEL….9

1.17 SUBSTITUTIONS

1.18 SUBCONTRACTING

1.19 INITIATION AND CONTINUITY OF WORK UNDER THE CONTRACT

1.20 OWNER NOT LIABLE FOR DELAYS